2015-02-09 Commissioners Meeting

[gview file="http://69.89.31.68/~vdoenhor/wp-content/uploads/2015/03/CM020915.pdf"]VILLAGE DISTRICT OF EIDELWEISS
COMMISSIONERS MEETING
February 9, 2015

The Board of Commissioners met at 8:00 am on Monday, February 9, 2015. In attendance were Commissioners Ron Sandstrom, Mike Smith and Larry Leonard(arrived 8:05). Also in attendance was Kelly Robitaille (highway), Ian Hayes (water operator) and residents Ralph Lutjen and Mark Graffam.

At 8:02 am the meeting was called to order by Chairman Ron Sandstrom.
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1. Agenda

Mike Smith makes a motion to approve the agenda as presented. Ron Sandstrom seconds the motion and the motion passed 2-0.

The Action list is reviewed and discussed.

2. Highway Department Report

Ron Sandstrom states that this is the fourth consecutive storm with zero calls to the answering service. Ron Sandstrom makes a motion to extend congratulations for a job well done to the team. Mike Smith seconds the motion and the motion passed 2-0. Kelly Robitaille thanks the Commissioners and will extend congratulations to the crew.
Kelly Robitaille reports that the repairs for the Top Kick are being scheduled.
Discussion is held on the articulating bucket for the backhoe. Mike Smith states that the article should remain on the warrant and the voters can decide.
Kelly Robitaille reports that the carbide plow blade has been put onto the grader wing plow.
Mike Smith makes a motion to have Kelly Robitaille compile a list of street locations that have been plowing snow across the street. Ron Sandstrom seconds the motion and the motion passed 3-0.
The lack of defroster motor in the road grader is discussed. Kelly Robitaille reports that the machine is doing fine without the defroster motor.

3. Water System Planning

The Oak station booster pump replacement should be completed this week. The final piping has been done. Electrical Installation will be contacted for scheduling the final SCADA programming. Water Operator Ian Hayes will schedule the work. Recent storms have altered construction schedules.

Ian Hayes is expected to submit the cost estimates for repair of the chemical injection pumps this week. A change from the current ProMinent pumps to LMI pumps will be priced. The LMI pumps are comparable and cost less to repair or replace. As the chemical injection system is off line at this time, pH has been running low.

Upon completion of the Oak booster pump replacement, the leveling of the Jungfrau 20 HP pump will be scheduled. Work in the chemical injection room will follow as the parts are not yet in.

Discussion is held on alteration of SCADA system set points to draw additional flow from Muddy Beach. A pH meter is to be purchased. Mike Smith makes a motion to approve up to $150 for purchase of pH meter. Ron Sandstrom seconds the motion and the motion passed 3-0.

The meters at Jungfrau are discussed. One meter is still not working even after replacement of the meter head.

Quotes will be obtained for replacement of the doors at Muddy Beach and Reinach water stations. The doors are currently secured.

Ian Hayes will submit a list of recommended stock items. Discussion turns to replacement of the piping at Jungfrau station within the next few years. The piping at Chocorua also needs to be replaced.

4. Administration

Heat detectors for DPW II are discussed. Mike Smith makes a motion to have the office obtain a quote for heat detectors at DPW II. Ron Sandstrom seconds the motion and the motion passed 3-0.

Beach signs are discussed. Mike smith makes a motion to add a line to the signs stating that smoking is not allowed on the beaches. Ron Sandstrom seconds the motion and the motion passed 3-0. State regulations on restricting smoking on public beaches will be checked into.
Discussion is held on cutting the large pine in front of the Muddy Beach pump house. This will be moved to spring on the action list.

Discussion is held on plowing at the pump houses. The DPW had previously plowed in the door and side steps at Jungfrau pump house. Norm Garside, who shovels the pump houses, has reported no additional issues.

The 2015 Warrant is reviewed.

Article 1: election of officials

Article 2: purchase of a new truck. Larry Leonard discusses adding $3,500 to the price of the truck for purchase of a stainless steel body. Larry Leonard makes a motion to add the wording “including winter package consisting of sander, plow and wing. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article is taken by roll call, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea; Recommended by the Board 3-0.

Article 3: inspection and lining of water tanks. Mike Smith makes a motion to include the Article as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article is taken by roll call, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea; Recommended by the Board 3-0.
Article 4: Petitioned Expendable Health Fund establishment. Board recommendation for Article is taken by roll call, Ron Sandstrom no, Mike Smith no, Larry Leonard no; recommended by the Board 0-3.

Article 5: Petitioned road plan. Board recommendation for Article is taken by roll call, Ron Sandstrom no, Mike Smith no, Larry Leonard no; recommended by the Board 0-3.

The order of Articles is discussed. Recommendation by the Department of Revenue Administration is to place petitioned Warrant Articles raising funds to appear behind bond issues. It is outlined that this is now only a recommendation, it was formerly a requirement. The Board may vote to move these Articles. Ron Sandstrom makes a motion to move the petitioned articles to the end of the Warrant. Mike Smith seconds the motion and the motion passed 3-0.

Article 6: Operating budget. Mike Smith makes a motion to include the Article as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article is taken by voice vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea; Recommended by the Board 3-0.

Article 7: Water Budget. Mike Smith makes a motion to include the Article as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article is taken by voice vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea; Recommended by the Board 3-0.

Article 8: Water Extension Fund usage. Mike Smith makes a motion to include the Article as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article is taken by voice vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea; Recommended by the Board 3-0.

Article 9: Safety. Mike Smith makes a motion to include the Article as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article is taken by voice vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea; Recommended by the Board 3-0.

Article 10: Asset Management. Mike Smith makes a motion to include the Article as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article is taken by voice vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea; Recommended by the Board 3-0.

Article 11: CRF clarifications. Mike Smith makes a motion to include the Article as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article is taken by voice vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea; Recommended by the Board 3-0.

Article 12: CRF clarifications. Mike Smith makes a motion to include the Article as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article is taken by voice vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea; Recommended by the Board 3-0.

Article 13: Petitioned Parking Lot Article. Board recommendation for Article is taken by roll call, Ron Sandstrom no, Mike Smith no, Larry Leonard no; recommended by the Board 0-3.

Article 14: Articulating bucket for backhoe. Mike Smith makes a motion to include the Article as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article is taken by voice vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea; Recommended by the Board 3-0.

Article 15: Commissioners Road Plan. Mike Smith makes a motion to include the Article as written. Ron Sandstrom seconds the motion and the motion passed 3-0.
Board recommendation for Article is taken by voice vote, Ron Sandstrom yea, Mike Smith yea, Larry Leonard yea; Recommended by the Board 3-0.

Mike Smith makes a motion to sign the Warrant as amended. Ron Sandstrom seconds the motion and the motion passed 3-0.

5. Accounts Payable

22 checks for a total of $14,618.30 are presented. Mike Smith makes a motion to approve 22 checks for $14,618.30. Ron Sandstrom seconds the motion. Checks and invoices are reviewed and discussed. Motion is called to a vote and the motion passed 3-0.

6. Minutes
7. Commissioners Reports

Mike Smith makes a motion to have the heater fixed in the office. Ron Sandstrom seconds the motion and the motion passed 3-0.

Establishment of a meeting with the Auditor on the 2014 audit and the unassigned fund balance is discussed. Auditor Tamar Roberts is contacted by phone for establishing this meeting. Wednesday, February 11 from 9 to 11 am is open for Tamar Roberts. Mike Smith makes a motion to post a meeting of the Board of Commissioners with the Auditor on Wednesday, February 11 at 9 am. Ron Sandstrom seconds the motion and the motion passed 3-0.

Ron Sandstrom outlines establishment of a 2015 Road Plan document. The draft of the document is reviewed and discussed.

8. Signature Items

The letter to resident Ed Foley regarding his statement of reduced water pressure at the house on Grachen Extension is presented. Discussion is held on community water system requirements and the order in which tests should be completed for checking water pressure at a residence. The letter will be redrafted.

9. Correspondence

Suzanne Malkasian of 19 Oak Ridge has requested a date on which the berm on her property that was removed by the DPW a few years ago will be replaced. Discussion is held on completing this work in the spring. A work order will be created and included with the letter. The end of May, weather permitting, will be the target completion date.

10. Scheduled Appearances

Mark Graffam thanks Larry Leonard for doing the research needed to remove the vacuum system from the Warrant.

Ralph Lutjen recommends the Board obtain a better grasp on the Unassigned Fund Balance and cash flow. A meeting with the Auditor for full discussion on the Unassigned Fund Balance is recommended. The balance disconnect to cash flow should be better understood. Clarity for the Annual Meeting and ability to discuss means of expending the Unassigned Fund Balance is needed.

Ralph Lutjen has developed a garden plan for the front of the office. The plan is outlined and discussed. The VDOE would place gravel into the walkway to be developed and rocks along the slope to the driveway. Plants recommended for the garden are discussed. One Taxus will be moved from the EPOA garden to the front of the building. This area would no longer be available for piling of snow. Mike Smith makes a motion to have Ralph Lutjen obtain approval for the financing from the EPOA and then return to the Commissioners. Ron Sandstrom seconds the motion and the motion passed 3-0.

11. Other Business
12. Public Comments

At 11:10 am Mike Smith makes a motion to enter Non-Public Session pursuant to RSA 91-A:3, II (a) employment. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

Mike Smith makes a motion to seal the minutes of the Non-Public Session. Ron Sandstrom seconds the motion and the motion passed 3-0.

At 11: 40 am Mike Smith makes a motion to exit Non-Public Session and adjourn the meeting. Ron Sandstrom seconds the motion. Motion is called via roll call Ron Sandstrom yea, Mike Smith yea and the motion passed 3-0.

Respectfully submitted,

Nancy E. Cole
Administrator
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